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Updated on October 16, 2026

Collecting Payments in the Folio

Record every guest payment from the folio, whatever the method, and see it in the Payments tab straight away.

Overview

Each booking’s folio has a Collect payment menu. It’s in the action bar at the top of the folio and in the Folio summary panel on the Summary tab. Both open the same menu.

Folio with the action bar, the Folio summary and the Collect payment button
Folio with the action bar, the Folio summary and the Collect payment button

Payment Methods

Open Collect payment to see the methods your property supports:

Collect payment menu with the guest's saved cards
Collect payment menu with the guest’s saved cards
Option Use it for
Cash payment Cash at the desk. You can enter the amount given, and the change is shown.
Offline card A card charged on a separate machine that isn’t connected to Stayflexi. This only records the payment.
Bank transfer / Cheque payment Recording a transfer or cheque you have received.
Saved cards Charging or authorizing a card already saved on this booking. Each saved card is listed by brand and last four digits.
Other payment modes Any other method your property has set up.
Perform EMV transaction Charging or authorizing a card on a connected card terminal.
Add new card Saving a guest’s card to the booking.
Cash deposit A refundable cash deposit held against the reservation.

💡 Tip: Options depend on your payment gateway and your role’s permissions. If an option is missing, ask your administrator.

Payments Tab

Every payment, authorization, refund and void is listed on the folio’s Payments tab, newest first.

Payments tab with card payments in different statuses
Payments tab with card payments in different statuses

Payment statuses

Status Meaning
SUCCESS Money was taken.
AUTH An authorization (hold) is on the guest’s card. No money has been taken yet.
CAPTURED An authorization was captured, so money was taken. The amount is what was captured.
VOID The payment or authorization was cancelled before it settled. No money moved.
PARTIALLY REFUNDED Part of the payment was refunded. The Refunded column shows how much.
REFUNDED The whole payment was refunded.

Use the ⋯ button at the end of a row to see what you can do with that payment, such as view its receipt or refund it.

✅ What you’ll see: The Balance Due at the top of the folio updates as soon as a payment, refund or void completes.

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